Template
Invoice template guide
This page is not a downloadable file — it is a wording guide you can copy from. Most invoice problems are wording problems: vague descriptions, missing tax language, or unclear payment instructions. The examples below show the same elements done well.
When to use
- Sending your first invoice to a new customer.
- Reviewing your existing invoice template after a customer dispute or payment delay.
- Setting up a new line of business with different products or services.
Examples
Line item — service work
Description: Brand identity design — logo, type system, and brand guidelines (Phase 1 of 2) Quantity: 1 Unit price: 4,500.00 Line total: 4,500.00
Specific deliverable, named phase, and a single line total. The buyer's accounts team can match this to the proposal without asking questions.
Line item — product with tax broken out
Description: Premium notebook — A5, ruled, 200 pages (model NB-200) Quantity: 12 Unit price: 14.00 Discount: 10% Subtotal: 151.20 Tax (VAT 20%): 30.24 Line total: 181.44
Discount and tax are visible per line. This is the version that gets approved without follow-up questions.
Payment instructions block
PAYMENT INSTRUCTIONS
Bank transfer (preferred for invoices over 500.00):
Account name: Acme Trading Ltd
IBAN: GB00 ACME 0000 0000 0000 00
SWIFT/BIC: ACMEGB22
Reference: Please use invoice number {invoice_number} as the payment reference
Card or digital wallet:
{payment_link}
Payment terms: Net 14 — payment due by {due_date}.
Late payments accrue statutory interest at 8% per annum after the due date.Preferred method first, clear reference instruction, fallback option, terms restated. Removes the friction that delays payment.
Reverse-charge tax line (EU B2B example)
Reverse charge — VAT to be accounted for by the recipient under Article 196 of EU Directive 2006/112/EC.
Use only when the transaction qualifies for reverse charge in your jurisdiction. Vague tax language causes EU buyers to put the invoice on hold.
Tips
- Always describe the deliverable, not the activity. 'Brand identity design — logo and type system' is better than 'Design work'.
- Show tax separately from the goods or service total. Buried tax causes disputes.
- List your preferred payment method first. Most buyers pick the first option that looks easy.
- Include the invoice number as the payment reference instruction. It is the most common cause of mis-applied payments.
- Restate the due date and any late-fee policy at the bottom of the invoice. Do not bury them in terms.
Frequently asked questions
- Can I copy these examples directly?
- Yes. They are written as templates, not legal advice. Adapt the bank details, tax language, and policy lines to match your jurisdiction and business.
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